IT Circular 016 Page 1 of 21 SPEED POST IT Circular ... - METNET

SPEED POSTIT Circular 016ADGM(R), PUNE / DDGM (UI), NEW DELHIDDGM (SI), PUNE / DDGM (WF), PUNE / DDGM (AGRIMET), PUNERMC NEW DELHI / RMC MUMBAI / RMC KOLKATA / RMC CHENNAIRMC GUWAHATI / RMC NAGPURSubject :Updating Section’s details and Information about employeeson the Intra-IMD Portal – Reg.All Sections of all offices of IMD are requested to update the necessarily requiredinformation on the Intra-IMD portal. Sections may enter and update their contact details,name of the Section In-Charge and also update the particulars of all the staff posted in theirrespective unit online by login to the portal by the default password ‘123456’.Kindly find enclosed herewith (Annexure-A) explaining in detail the procedure to befollowed to update the necessary information on the Intra-IMD Portal.This assignment may be completed before 30 th June 2009 so that the information ofthe section address, telephone, etc. and that of the employees is correctly displayed on theIntra-IMD Portal and also to the public under IMD Directory search.IT Division at HQ may kindly be informed of receipt of this circular and the actiontaken thereon and also about the completion of work at it.imdhq@imdmail.gov.in so as toprepare the usage report.(A.D.Tathe)For DGM,IMD, New DelhiNo. DGM UOI NO. IT(010)/ Dated : 19-06-2009Note : The Copy of Annexure-A stated above is not enclosed herewith in the paper form.It is available along with the IT Circular 016 on the Intra-IMD Portal under Circularsand Orders. It is also available on the main page appearing after section login.IT Circular 016 Page 1 of 21

3. Add Unit/Sub-Section- Sub-section/unit details can be updated in the similar way as point no. 2 above.- A new Sub-section/Unit can also be added.IT Circular 016Page 5 of 21

4. Update Staff Detailsa) First the list of all the staff-members of the section appears on the Page. Click onthe ‘UPDATE’ button to update the details of staff members posted in thesection.Click here toUpdateClick here to Saveb) Enter details of the sub-section / unit and then click Save button.IT Circular 016Page 6 of 21

6. Upload CircularClick here to select thelocation of the fileUploada) Enter the subject of the circular.b) Select the type of the circular from the list.c) Browse the circular file (PDF Document) to be uploaded.IT Circular 016Page 8 of 21

10. Forward CL/RH applications for approval- Forward the CL / RH application to concerned officer by selecting his/hername from the list.Click hereIT Circular 016Page 11 of 21

11. Deduct CL of an employee- Half/One day CL can be deducted of any staff-member of the section by thesection-in in charge from here.Click here12. Status of leave applications and balances- Status of leave applications and Record of leave balance in respect of all staffmembers can be accessed any time by the section / section In-Charge.IT Circular 016Page 12 of 21

Procedure to update the necessary information by the sectionsPART-B[ FOR E-I, E-II AND E-III SECTIONS OF HQ, AND ADMIN SECTIONS OFO/O DDGM(UI), RMCs AND OFFICES LOCATED AT PUNE ]After successful login by the above mentioned sections, the following additional optionsappear. These options are explained below:12131416171518201921IT Circular 016Page 13 of 21

15. Update Users of IMD DAK ( only for Admin Section)a) User’s of IMD DAK Projects is authorised by the Admin Section of theconcerned office.Note :The complete user manual for ‘IMD DAK’ will be issued separately,when the system comes into operation.16. Upload Inter Office Transfer Order (Only for HQ)Click here to select thelocation of the fileUploada) This option is available for uploading the copy of inter-office transfer order.The order must be in PDF format only.IT Circular 016Page 15 of 21

17. Inter Office Transfer – Update Database (Only for HQ)a) The procedure updates the database and may be followed after receiving ofjoining report of the concerned employee at the new station.b) In first window enter employee ID or to select from the list to proceed.c) In the second window, mention the name of the office to which the officer istransferred, transfer date, order no. and save the information.Click hereClick here18. Upload Inter-Section Transfer Ordera) This option is available for the upload of Inter-Section transfer order. Theorder must be in PDF format only.IT Circular 016Page 16 of 21

21. Change Designation due to Promotion-Update Database (Only for HQ)Click Herea) Update the designation of the officer to the new one after receipt of joiningreport after promotion.22. Update & Verification of Employee Records from Service BookThe administration branch of each Main Office must update / enter / verify the followinginformation regarding the employees under their control from his / her service book record.a. Main Officeb. Sub Officec. Dates of Birth, Joining in IMD, Joining the Govt. Serviced. Name, Father’s namee. Husband Namef. Categoryg. Educational Qualificationsh. Professional & Technical Qualificationsi. Personal mark of Identificationj. Permanent Home Address, Home Town Declaredk. Training Detailsl. Transfer Detailsm. Latest Leave Details (EL, HPL)IT Circular 016Page 18 of 21

Step 1. User AuthorisationThe officer who has logged on by the section password should enter his/her normalIntra-IMD IMD Portal’s Login Username and Password for User Authorisation.This is just to keep the log of activities performed by the section.Click HereStep 2. Select EmployeeAfter successful login, a page is displayed where the name of the officer is to be selected,whose entries are to be updated / verified. The name of the officer should be selected byeither entering Employee ID in the box provided or Select from the list (Click buttondisplaying Employee ID). .Note:- If the name of any staff posted in your office is not found in the list, that employee may beasked to register on the portal, which will automatically update the basic information. If his /her name is not found in the list even at the time of registration, then please send the firstname, middle name, Surname, Place of present posting, Date of Birth, Date of Joining in IMD,Designation and Sl. No. In Seniority list (if any) through e-mail to the IT Division, HQ.IT Circular 016Page 19 of 21

Step 3. Service Book Data entryA new window will open, Check and correct the Main Office, Sub Office, Date of Birth, Dateof joining the department and click “Save Changes” ” if any. If no change required, then click“Proceed without Changes” .Click HereA window for Service book data entry will be displayed next and all the necessary fields mustbe entered through service book. No field should be left blank. An extreme precaution maybe taken to avoid any wrong data entry.Click HereThe click “Proceed to Save” button to save the changes made if any.IT Circular 016Page 20 of 21

Step 4. Enter Educational Qualifications, Training Detals and Transfer DetailsReferring from the Service Book, make similar entries of educational qualifications andspecialisations, etc., update training details and transfer details. Then click “Proceed to Save”button.Step 5. Enter Leave recordClick “Update Leave Details” to enter record of Earned Leave and Half Pay Leave ofemployee. Select “Leave Records as on” date which is the last updated leave record inService book. Enter earned leave (EL) and Half Pay Leave in the respective boxes, and click“Proceed to Save”.Step 6. Verification of Service Book Data entryTo verify the data entered by service book, click “PROCEED FOR VERIFICATION”. On click, thepersonal particulars of employee will be displayed. Please re-check that all entries arecorrect as per Service Book and then click “VERIFIED”. If any correction is required, then clickon the option “PREVIOUS” to go back to the previous page.It is advised that the entries and verification may be done by different persons.Once the option “VERIFIED” is clicked, the data cannot be edited again. Any problem at anystage may be communicated to the IT Division.* * * * *IT Circular 016 Page 21 of 21